Expanding & Collapsing Monthly Budget Report Pivots
Ashley Katsikis
14 steps
42 seconds
Google Sheets
1
Reports can be collapsed at fund level, but also expanded to view at project level, project description level and phase level. This is how the report will look at fund level.
2
To view at Project ID level, expand by clicking the (+) box.
3
You'll see the projects associated to that specific fund will appear. To drill down further click the expand (+) again to give you the Project Description.
4
At this point you'll be able to view the Fund Code & Name, Project ID and Project Description. In order to view from Phase level you'll expand (+) again.
5
You'll now be able to see current budget, project to date actuals, encumbrances and BBA (Bud-Act-Enc) at phase level.
6
To clean it up, you can minimize the report by clicking the collapse (-) button. For example, this screenshot provides totals at project level only.
7
There is a very simple way to expand or collapse the entire report. For example, if you want to view the report with every row expanded you will first RIGHT click on the very first Fund Code & Name (in this case 16030-Academic Affairs Total).
8
Click "Expand all in Fund Code & Name"
9
You'll see in this screenshot how each fund has expanded. To expand all Project ID's to view Project Description's, do the same process by right clicking on the very first Project ID (in this case 201089 Total).
10
Click "Expand all in Project ID"
11
Now you're viewing all fund levels, all projects and all descriptions. To view all phase levels which is the last row to expand, right click the very first project description (in this case Distance Ed - Hort Science Total).
12
Click "Expand all in Project Description"
13
With all rows expanded, you're now viewing the FULL report. If you want to quickly collapse everything back to the original view at fund level simply right click the first fund code listed and click "Collapse all in Fund Code & Name".
14
This are just basic steps to hopefully help in understanding pivots and how to expand and collapse. Obviously, feel free to use them for your reports as you see fit.
Expanding & Collapsing Monthly Budget Report Pivots
Ashley Katsikis
14 steps
42 seconds
Google Sheets
1
Reports can be collapsed at fund level, but also expanded to view at project level, project description level and phase level. This is how the report will look at fund level.
2
To view at Project ID level, expand by clicking the (+) box.
3
You'll see the projects associated to that specific fund will appear. To drill down further click the expand (+) again to give you the Project Description.
4
At this point you'll be able to view the Fund Code & Name, Project ID and Project Description. In order to view from Phase level you'll expand (+) again.
5
You'll now be able to see current budget, project to date actuals, encumbrances and BBA (Bud-Act-Enc) at phase level.
6
To clean it up, you can minimize the report by clicking the collapse (-) button. For example, this screenshot provides totals at project level only.
7
There is a very simple way to expand or collapse the entire report. For example, if you want to view the report with every row expanded you will first RIGHT click on the very first Fund Code & Name (in this case 16030-Academic Affairs Total).
8
Click "Expand all in Fund Code & Name"
9
You'll see in this screenshot how each fund has expanded. To expand all Project ID's to view Project Description's, do the same process by right clicking on the very first Project ID (in this case 201089 Total).
10
Click "Expand all in Project ID"
11
Now you're viewing all fund levels, all projects and all descriptions. To view all phase levels which is the last row to expand, right click the very first project description (in this case Distance Ed - Hort Science Total).
12
Click "Expand all in Project Description"
13
With all rows expanded, you're now viewing the FULL report. If you want to quickly collapse everything back to the original view at fund level simply right click the first fund code listed and click "Collapse all in Fund Code & Name".
14
This are just basic steps to hopefully help in understanding pivots and how to expand and collapse. Obviously, feel free to use them for your reports as you see fit.
